The Program Coordinator – UTAP supports the work of ALSO’s Underserved Technical Assistance Project (“UTAP”). This project provides consultation, training and informational resources (“technical assistance”) to increase the capacity of nonprofit organizations across the U.S. to provide population specific outreach and victim services for survivors of sexual assault, domestic violence, dating violence and stalking in the targeted underserved community.
The Program Coordinator supports technical assistance by coordinating day-to-day project-related activities including contributing to the planning and convening of national events, developing and disseminating resources for Underserved grantees, coordinating project work within ALSO and with external partners, and responding to requests for assistance.
The Program Coordinator works as part of a larger organization-wide team, and, as such, collaborates with members of other teams to meet ALSO’s vision, mission, and organizational goals and objectives. Some in-state and out-of-state travel is required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.
- Overall Project Coordination: Coordinating the day-to-day activities of the project and contributing to team effort by accomplishing related results as needed to ensure efficient and timely completion of grant deliverables. Aspects of this responsibility include:
- communicating with other ALSO projects and staff to coordinate tasks and calendars within and across ALSO projects;
- effectively communicating with funders, consultants and other collaborators to coordinate implementation and approvals of project activities.
- Developing and updating administrative systems to make them more efficient (including project’s online filing system).
- Gathering and analyzing project data to support project continuous improvement efforts.
- Tracking Deliverables Progress and Timeline: Supporting managing staff in developing and maintaining systems/documents/tools to track project-wide tasks progress, including the use of timelines, for both short-term and long-term grant deliverables, including in-person and virtual events.
- External Communications: Responding to grantee requests, and monitoring, responding, and triaging emails sent to the Underserved Technical Assistance Project inbox in a timely and customer service centered manner.
- Events Coordination: Leading event coordination for the project by working with the project team, consultants, and funders to develop, coordinate, and convene in-person and virtual national and local meetings, on-site or virtual consultations and peer-to-peer engagement opportunities, webinars, and phone and video conference calls.
- Aspects of on-site event coordination include: event announcement/description, event registration and communication with participants, on-site hotel contact, coordination of A/V, accessibility services, and participant materials; managing the event timeline; collaborating in agenda development; event hosting and facilitation, leading the coordination of event materials printing, organizing, and timely shipping for on-site events and post-event wrap up tasks.
- Aspects of virtual event coordination include: scheduling and setting up of virtual platform, event announcement/description, event registration and communication with participants, participant materials, coordination and troubleshooting of accessibility services, event hosting and facilitation, post-event wrap up/follow up tasks.
- Accessibility Coordination: Ensuring accessibility of all project events and products, including addressing participant accessibility requests and related communications, and vetting, procuring, and providing an orientation including but not limited to: American Sign Language (ASL) and foreign-language interpretation, closed captioning and translation services providers.
- Grant Administration: Developing reports to funders by working with project staff and consultants to collect and consolidate project data including technical assistance quantitative information, website and communication tools analytics, and narratives about project activities and technical assistance needs in the field; and collaborating with lead project staff to submit the report within predetermined deadlines. Collaborating in grant administration tasks such as proposals; processing funder approvals of materials, products and events.
- Communication Sharing Information: Contributing to writing and editing content for a variety of audiences and contexts including mass emails, reports to funders, newsletters, website, project developed products and meetings.
- Project Admin/Fiscal: In collaboration with ALSO’s Accounting Unit, processing vendor invoices for payment, tracking project credit card expenses, purchasing project supplies, and other fiscal/administrative tasks related to the project.
- Website Communication - Social Media Project Liaison: Collaborating in developing and maintaining the project’s online presence, including project resources and event online pages, online Grantee Private Portal and content for ALSO social media related to the project focus areas.
- Meeting Facilitation: Participating in and facilitating in internal and external meetings, regularly scheduled meetings with funders, ALSO’s regularly scheduled OVW-funded projects meetings, staff meetings, etc.
- Notes Preparation: Collaborating in the preparation, review, and dissemination of meeting/event notes.
- Staff Development: Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; participating in other professional development opportunities.
- Other duties as assigned.
- Two years of college coursework or related training, or equivalent work experience in the field or a related one.
- Proficiency with Microsoft Office (Word and Excel) and similar Google apps, and comfort with learning and applying new programs and applications.
- Experience providing technical assistance, meeting or event coordination, customer service, or programmatic or administrative support to internal or external entities.
- Familiarity with issues related to domestic violence, sexual assault, dating violence and stalking in support of work on the project.
- Bachelor’s degree in a related field.
- Experience working in or with units of state or local government, or U.S. administrative agencies.
- Experience working for victim services program/organization or providing services to underserved communities.
- Experience with social justice, violence prevention or intervention, or anti-oppression projects.
- Experience with event/training coordination, hosting and facilitation.
- Evaluation or data analysis experience or demonstrated propensity in support of inspecting, organizing, transforming, and modeling data with the goal of discovering useful information, informing conclusions, and supporting decision-making and client/customer solutions.
- Bi-lingual English/Spanish.
- Experience with Experience in the following applications: Google Suite, Adobe Acrobat, Microsoft Office Suite & video conferencing software. Adobe Connect, Constant Contact and InDesign.
Knowledge, Skills, and Abilities:
The individual in this position should possess the following:
- Teamwork oriented.
- Attention to detail and accuracy.
- Resourcefulness, problem solving and anticipation of needs.
- Strong computer technology skills, in particular spreadsheets, word-processing and video conferencing software/online tools.
- Excellent listening, critical thinking, and verbal and written communication (writing, editing and proofreading) skills.
- Demonstrated ability to juggle multiple projects simultaneously; prioritize tasks according to workload, timelines and other factors; and meet deadlines.
- Initiative, creativity, and flexibility.
- Comfort with working in groups and independently, as well as working with diverse staff, consultants, partners, and constituents.
- Skills and experience providing thoughtful and expedient responses to requests for information and assistance.
Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
- Physical Demands: Work requires some physical activity - walking over uneven terrain in all seasons, carrying and lifting (up to 25 lbs.) and local travel (in the future, when relevant).
- While performing the duties of this job, the employee is regularly required to, stand, sit, talk, hear, and use hands and fingers to operate a computer and telephone keyboard reach.
- Work Environment: Fast-paced environment. Work is performed indoors and outdoors (with possible travel when relevant). Work environment noise when in office (i.e. business office with computers, phone, and printers, moderate traffic) if in office, and work environment at home. Place to be on confidential audio and/or video conference calls when working remotely.
- Equipment: General office equipment.
- Schedule: Work requires periodic extended work hours, including early mornings, evenings, and weekends.
This position will be evaluated by the staff member’s ability to perform in the priority areas of teamwork, leadership focused on taking initiative, and reliability; along with other categories.